Operations Support Specialist

Job Description

Job Description

Description:

Position summary

The Operations Support Specialist owns the business processes behind Hulcher's field operations: job setup, cost control, close-out, resource coordination and compliance documentation. The role works with division and project managers on emergency response, derailment, environmental and industrial service projects. It serves to resolve problems that impede equipment mobilization and demobilization, prevent possible billing issues through the initiation of proactive credit checks, lodging needs, and uses operational data to keep critical personnel apprised of job statuses. Success means jobs start fast, costs, revenue projection and budgetary estimates are accurate, and daily work reports are complete within one day of work completion.

Key responsibilities

Operations process ownership

• Own the job lifecycle process from setup through close-out, setting standards for job records, field tickets and supporting documentation
• Write and maintain operations support procedures, and train field supervisors and administrative staff on them
• Find bottlenecks in mobilization, ticketing and billing, then design and carry out fixes
• Serve as the operations lead for system changes, such as field ticketing or job revenue projection tools

Job setup and resource coordination

• Review new job scope, customer terms and rate sheets so jobs are set up and revenue is correctly projected 
• Determine best geographically located crews and equipment to source, lodging needs and booking, balancing speed and cost
• Lead support logistics during emergency responses, including after-hours decisions on travel, lodging and vendor support

Job cost control and close-out

• Monitor labor, equipment and material revenue projections on a job-to-job, daily basis 
• Review and resolve inconsistent field tickets with field leadership and internal audit team members
• Approve job packets for invoicing within delegated authority, making sure documentation is complete
• Facilitate job profitability and provide response recommendations while ensuring real-time documentation and timely job closure

Compliance and audit readiness

• Provide Hours-of-Service and transportation support to Fleet Logistics function 
• Facilitate and provide documentation for requested insurance needs  

Vendor management and reporting

• Negotiate and oversee lodging needs and cost-saving measures
• Build and present recurring reports on job status, utilization, and actively working equipment counts and metrics
• May guide or mentor operations administrative staff
• Perform other duties as assigned

Required qualifications

• Bachelor's degree in emergency management, business, operations management, construction management, logistics, or a related field, or equivalent experience
• 4+ years of experience in operations support, project administration, job costing or a related role or educational equivalent
• Experience setting up or improving business processes
• Intermediate Excel skills and experience analyzing cost and operational data
• Sound independent judgment when making time-sensitive decisions
• Clear written and verbal communication with field leadership, customers and vendors
• Valid driver's license and the ability to pass a background check and drug screen

Preferred qualifications

• Experience in emergency response, railroad services, heavy equipment, environmental remediation, or construction
• Experience with revenue projections and calculations, as well as field ticketing systems
• Working knowledge of DOT, OSHA and FRA recordkeeping requirements
• Experience with customer audits or contractor prequalification platforms

Working conditions and physical requirements

• Primarily office-based, with occasional visits to yards, shops and/or job sites
• Emergency response work means evenings, weekends, holidays and after-hours work as needed
• Long periods of computer and phone work
• Ability to lift up to 25 lbs. occasionally
• Job site visits may involve weather, noise, heavy equipment and uneven ground, with required PPE